M I N U T E S

GENERAL COMMITTEE

2007-01-15
Meeting No.2

Finance & Administrative Issues Community Services Issues

Chair: Councillor J. Virgilio Chair: Councillor A. Chiu

Chair, Budget Sub-Ctte: Councillor D. Horchik Transportation Issues

Chair: IT Sub-Ctte: Reg. Councillor J. Jones Chair: Reg. Councillor G. Landon

Chair: Grants Sub-Ctte: Councillor V. Burke Environment & Sustainability Issues

Chair: Councillor E. Shapero

Attendance

Mayor F. Scarpitti - (9:10 am) Regional Councillor J. Jones Regional Councillor J. Heath Regional Councillor G. Landon Regional Councillor T. Wong - (9:20 am) Councillor V. Burke Councillor J. Virgilio Councillor C. Moretti - (9:10 am) Councillor J. Webster Councillor D. Horchik Councillor L. Kanapathi Councillor A. Chiu - (9:10 am)

J. Livey, Chief Administrative Officer C. Conrad, Town Solicitor A. Taylor, Commissioner of Corporate Services J. Sales, Commissioner of Community & Fires Services J. Baird, Commissioner of Development Services S. Birrell, Town Clerk B. Cribbett, Treasurer A. Seabrooke, Director, Strategic Services C. Biss, Chief Executive Officer, Markham Public Libraries J. Lustig, Director of Financial and Client Services P. Loukes, Director, Operations J. Ryerson, Director, Varley Art Gallery S. Andrews, Director, Asset Management S. Laing, Director, Human Resources K. Newson, Manager of Purchasing D. Taylor, Manager, Executive Operations M. West, Manager, Strategic Initiatives F. Wong, Manager, Financial Planning J. Nelson, Manager, Development Finance S. Sydij, Budget & Financial Planning M. Vetere, Financial Analyst B. Nanninga, Executive Assistant to Mayor and Council J. Kee, Committee Clerk

The General Committee convened at the hour of 9:05 a.m. with Councillor J. Virgilio in the Chair.

DISCLOSURE OF INTEREST

None declared.

1. MEMORANDUM OF UNDERSTANDING WITH MARKHAM
STOUFFVILLE HOSPITAL RE CORNELL COMMUNITY
CENTRE/HEALTH AND WELLNESS CENTRE (3.8 & 8.2 & 6.6)

Report Attachment

Ms. Janet Beed, CEO, Markham Stouffville Hospital, was in attendance and gave a detailed presentation providing an overview on the proposed future development of Markham Stouffville Hospital, including its current hospital project; the partnership with Toronto Grace Hospital for shared services and spaces, and the partnership with the Town of Markham for a community centre, library and wellness centre. Projected timelines and next steps were presented for the proposed redevelopment.

Committee was advised that the staff report being presented is to obtain authority to execute a Memorandum of Understanding (MOU) with Markham Stouffville Hospital with respect to land acquisition, design, and construction for the future East Markham Community Centre and Library and the Hospital’s Health and Wellness facility on a joint development site in the Cornell area.

It was noted that the community centre component of the project is currently being referred to by two different names, both: Cornell Community Centre, and East Markham Community Centre. It was agreed that staff would amend documents accordingly to refer to the facility as: the East Markham Community Centre.

Numerous issues and concerns were raised respecting the MOU, including:

- request for names of similar facilities in Western Canada and the United States

- interim costings and savings estimates for shared facilities

- concern that pool would be used for both residents and patients

- Infrastructure Ontario related issues/approvals

- more involvement from community and in particular, the East Markham/Cornell Task

Force Committee

As there were numerous questions and concerns raised regarding the MOU, it was suggested that the staff report regarding the MOU be deferred. Staff was requested to schedule a work session in late February, at which time any questions and concerns would be addressed by staff of both the Town of Markham and Markham Stouffville Hospital.

Moved by Mayor F. Scarpitti

Seconded by Regional Councillor J. Jones

That the presentation by Ms. Janet Beed, CEO, Markham Stouffville Hospital, be received;

And that the report entitled “Memorandum of Understanding with Markham Stouffville Hospital re Cornell Community Centre/Health and Wellness Centre” be deferred;

And that a Work Session of Council be scheduled in February to address concerns and questions raised this date;

And that the issue be presented to the General Committee meeting scheduled for Monday, February 19, 2007, and then forwarded to the Council Meeting scheduled for Tuesday, February 27, 2007;

And that the facility be referred to as The East Markham Community Centre.

CARRIED

2. REQUEST FOR AREA IMPROVEMENT/FEASIBILITY
STUDY FOR MUNICIPAL WATER SERVICES – COMMUNITY
OF DICKSON HILL/MILL RACE COURT (5.3)

Attachments

Mr. Terry Churchill was in attendance to request the Town to undertake an area improvement/feasibility study for municipal water services in the Community of Dickson Hill and Mill Race Court. His letter dated December 15, 2006 and copies of petition sheets signed by the local property owners were also presented.

Committee raised the matter of “community water systems” and whether this type of system would be applicable in this case. Staff will include such information in the report.

Moved by Mayor F. Scarpitti

Seconded by Councillor J. Webster

That the deputation of Mr. Terry Churchill requesting the Town to undertake an area improvement/feasibility study for municipal water services in the Community of Dickson Hill and Mill Race Court, be received and referred to staff of the Community and Fire Services Commission;

And that information relating to “community water systems” also be included in the staff report.

CARRIED

3. PROPOSED 2007 BUDGET SUB-COMMITTEE SCHEDULE (7.4 & 7.5)

Report Attachment

Mr. F. W. Wong, Manager of Financial Planning, gave a presentation detailing the proposed 2007 Budget Sub-Committee schedule, and described the main components of the Town’s Budget, and explained the process that will be followed this year. Copies of the Capital Binder were distributed to all Members.

Committee requested staff to:

1) direct pre-budget approvals to the Budget Sub-Committee; and

2) notify all Chairs and Vice-Chairs of the standing committees of the dates and times

of the Budget Sub-Committee meetings.

Moved by Mayor F. Scarpitti

Seconded by Regional Councillor T. Wong

That the presentation of the Manager of Financial Planning with respect to the 2007 Budget process be received;

And that the report dated January 15, 2007 entitled “Proposed 2007 Budget Sub-Committee Schedule” be received;

And that the Budget Sub-Committee meetings scheduled for the dates and times below be approved:

Meeting #1 – Monday, January 22^nd (1 p.m. to 4 p.m. – Canada Room)

Meeting #2 – Monday, February 5^th (1 p.m. to 4 p.m. – Canada Room)

Meeting #3 – Monday, February 19^th (1 p.m. to 4 p.m. – Canada Room)

Meeting #4 – Monday, March 5^th (1 p.m. to 4 p.m. – Canada Room)

Tentative Meeting #5 – Monday, March 26^th (1 p.m. to 4 p.m. – Canada Room)

Tentative Meeting #6 – Tuesday, April 10^th (1 p.m. to 4 p.m. – Canada Room)

Tentative Meeting #7 – Monday, April 23^rd (1 p.m. to 4 p.m. – Canada Room)

And that should additional Budget Sub-Committee meetings be required beyond April 23, 2007, the meetings be scheduled every other week, on Monday’s following General Committee, commencing May 7, 2007;

And that the Councillor Requests for Enhanced/New Programs be forwarded to the Finance Department by Friday, February 2^nd for incorporation into the 2007 Budget discussions at future Budget Sub-Committee Meetings;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

4. MINUTES OF DECEMBER 11, 2006
GENERAL COMMITTEE MEETING (16.0)

Minutes

Moved by Councillor A. Chiu

Seconded by Councillor C. Moretti

That the minutes of the December 11, 2006 meeting of General Committee be confirmed.

CARRIED

5. STAFF AWARDED CONTRACTS FOR THE
MONTH OF DECEMBER 2006 (7.12)

Report Attachments

Moved by Councillor A. Chiu

Seconded by Councillor C. Moretti

That the report entitled “Staff Awarded Contracts for the Month of December 2006” be received.

CARRIED

6. ADVISORY COMMITTEE RESIGNATIONS
MARKHAM RACE RELATIONS COMMITTEE AND
TRAFFIC SAFETY COMMITTEE (16.24)

Moved by Councillor A. Chiu

Seconded by Councillor C. Moretti

That the resignation of Mr. Murali Visvalingam from the Markham Race Relations Committee be accepted with regret and a letter of appreciation be forwarded;

And that the resignation of Mr. Larry Dean from the Traffic Safety Committee be accepted with regret and a letter of appreciation be forwarded.

CARRIED

7. ARCHITECTURAL/ENGINEERING AND PROJECT
MANAGEMENT SERVICES FOR THE CENTRAL EAST
(CORNELL) COMMUNITY CENTRE AND LIBRARY (6.6)

Report

Moved by Councillor A. Chiu

Seconded by Councillor C. Moretti

That the update on the current status of the Central East (Cornell) Community Centre & Library architect selection process be received.

CARRIED

8. POST 2006 ELECTION REPORT (14.0 & 2.16)

Report

Committee had before it a report from the Town Clerk providing information and statistics on the 2006 election, as well as comparisons and improvements made over the 2003 election.

The Clerk advised that a candidate survey is being distributed regarding the recent election. Staff was directed, following the tabulation of the candidate survey, to contact all election candidates and invite them to attend a meeting to discuss any concerns.

Members discussed matters, including: sign by-law training; penalties for illegal signage; Region of York sign by-law; Voters List eligibility; future Voters Lists be alphabetically by street; and the signage restrictions on boulevards of Regional roads. Staff was requested to provide statistics on the total number of voters who had cast ballots in the 2006 Election.

Moved by Mayor F. Scarpitti

Seconded by Regional Councillor J. Heath

That the report entitled “Post 2006 Election Report” dated January 15, 2007, be deferred;

And that, following tabulation of the post 2006 election candidate survey, all candidates be invited to attend a meeting with staff to review any issues or concerns arisen from the 2006 Election process;

And that staff report back on the results of this meeting.

CARRIED

9. APPOINTMENT OF COUNCIL MEMBERS TO
ADVISORY COMMITTEES (16.24)

Moved by Mayor F. Scarpitti

Seconded by Councillor C. Moretti

That the following Councillors be appointed to the Budget Sub-Committee for the term ending November 30, 2008: (Note: Councillor Dan Horchik was appointed Chair on December 5, 2006)

Regional Councillor Jack Heath

Regional Councillor Tony Wong

Ward 2 Councillor Erin Shapero

Ward 5 Councillor John Webster

Ward 7 Councillor Logan Kanapathi

Ward 1 Councillor Valerie Burke

Ward 8 Councillor Alex Chiu

(Mayor Frank Scarpitti – Ex Officio)

(Deputy Mayor Jim Jones – Ex Officio)

And that the following Councillors be appointed to the Canada Day Committee for the term ending November 30, 2008:

Ward 4 Councillor Carolina Moretti – Chair

Ward 7 Councillor Logan Kanapathi

Ward 8 Councillor Alex Chiu

CARRIED

10. AWARD OF RFP 160-R-06 BUILDING OPERATIONS
AND MAINTENANCE (7.12)

Report

Members requested staff to provide details of the “status quo” on all reports to Council/Committee regarding tender awards, in future.

Moved by Councillor A. Chiu

Seconded by Councillor D. Horchik

That the report entitled “Award of RFP 160-R-06 Building Operations and Maintenance” be received;

And that RFP 160-R-06 Building Operations and Maintenance for the Markham Civic Centre and Fred Varley Art Gallery be awarded to the highest ranked and second lowest priced proponent, Angus Consulting Management Limited;

And that the term of the contract be for 5 years commencing February 01, 2007 in the estimated annual amount of $162,500.04, subject to the applicable Consumer Price Index (CPI) adjustment or 3% annual increase, whichever is less, per year, totalling $862,734.78 exclusive of GST;

And that the following 2007 estimated costs be provided for within the budget submission for the Asset Management Department, pending Council approval;

Account Name	Account Number	2007 Proposed Budget
Building Maintenance	750-751-5310	$169,400.00
Varley Facility Maintenance	540-540-5314	$ 50,987.00

And that staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

11. AWARD OF TENDER 159-T-06 SECURITY GUARDS
AND SUPERVISOR SERVICES FOR THE MARKHAM
CIVIC CENTRE (7.12)

Report

Committee queried the type of training that security guards receive, and staff advised that this information would be forwarded to Members.

Moved by Councillor A. Chiu

Seconded by Councillor V. Burke

That the report entitled “Award of Tender 159-T-06 Security Guards and Supervisor Services for the Markham Civic Centre” be received;

And that Tender 159-T-06 be awarded to the lowest priced bidder, G4S Security Services (Canada) Ltd. in the estimated annual amount of $185,913.40, exclusive of GST for a period of Three (3) years at a 3% increase for years 2 and 3 totalling $574,639.73 exclusive of GST;

And that the following 2007 estimated costs be provided for within the budget submission for the Asset Management Department, pending Council approval;

Account Name	Account Number	Proposed 2007 Budget
Security	750-751-5312	$200,705.00

And that staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

12. 1375504 ONTARIO INC. CREDIT REQUEST
AT 7778 KENNEDY ROAD (7.11)

Report Attachments

Ms. Barb Cribbett, Treasurer, provided background information with respect to the request by Calearth International Developments Inc. for a credit or exemption from the payment of development charges for 7778 Kennedy Road.

Mr. Gerry Mintz, Calearth International Development Inc., was in attendance to request that the matter be deferred to the next General Committee meeting scheduled for January 22 to allow further discussion with Members of Council and a mutually agreeable resolution.

Staff responded to questions from Committee relating to the alleged overpayment, and following some discussion, Committee directed that the matter be deferred.

Moved by Mayor F. Scarpitti

Seconded by Councillor A. Chiu

That the report titled “1375504 Ontario Inc. Development Charges Credit Request at 7778 Kennedy Road” be deferred to the next meeting of General Committee, scheduled for January 22, 2007;

CARRIED

13. MILLIKEN PUMPING STATION & RESERVOIR EXPANSION
IN MILLIKEN PARK – LOSS OF SOCCER FIELDS (6.3 & 6.4)

Report Attachments

Mr. Richard Herold, President of the Unionville Milliken Soccer Club, was in attendance to express appreciation to Town Staff for its significant work towards providing initiatives to mitigate the loss of soccer fields in Milliken Park due to the reservoir expansion, and to advise Committee of the Club’s full support of the proposals being recommended in the staff report.

Moved by Councillor A. Chiu

Seconded by Regional Councillor J. Jones

That the deputation by Mr. Richard Herold, President of the Unionville Milliken Soccer Club, with respect to the loss of soccer fields at Milliken Park, be received.

CARRIED

Mr. Allan Seabrooke, Director, Strategic Services, provided visuals relating to the Milliken Pumping Station and Reservoir expansion in Milliken Park, the impact and loss of the soccer fields, and potential options available.

Committee suggested that staff meet with City of Toronto representatives to further discuss financial implications

Moved by Councillor D. Horchik

Seconded by Councillor J. Virgilio

That the report titled “Milliken Pumping Station & Reservoir Expansion in Milliken Park – Loss of Soccer Fields” be received;

And that staff investigate a partnership opportunity with the York Region District School Board with respect to the three outdoor sports fields planned for construction at the new School for Athletics and Healthy Active Living and report back to Committee;

And that staff proceed with further investigations into developing a detailed conceptual site plan and detailed costing for the construction of artificial turf soccer fields on the “Southeast Community Centre Property” and report back to Committee;

And that staff work with stakeholders on an ongoing basis to investigate and analyze future opportunities at Milliken Park for overall park use including potential sport field re-development;

And that staff be authorized and directed to do all things necessary to give effect to this resolution;

And further, that staff investigate the feasibility and development of a detailed plan for a sportsfield within the Angus Glen Community Centre property.

CARRIED

14. CANADIAN SPORTS INSTITUTE ONTARIO (CSIO)
FEASIBILITY STUDY UPDATE (3.0)

Moved by Regional Councillor J. Jones

Seconded by Regional Councillor T. Wong

That the presentation of an update by the Director, Strategic Services regarding the Canadian Sports Institute Ontario (CSIO) Feasibility Study be deferred.

CARRIED

15. 10TH ANNIVERSARY – VARLEY ART GALLERY WEEK
MAY 21 TO 27, 2007 (6.12 & 3.4)

Report

Committee had before it a report outlining all of the events and exhibitions planned for the Art Gallery’s 10^th Anniversary year, and Councillor J. Webster noted that Information Markham will also be supporting the “Markham Celebrates Culture” Tourism Campaign.

Moved by Regional Councillor J. Heath

Seconded by Regional Councillor T. Wong

That the report titled “10^th Anniversary – Varley Art Gallery Week – May 21 to 27, 2007” be received;

And that the Town of Markham recognizes the 10^th Anniversary of the Varley Art Gallery by proclaiming the week of May 21 to 27, 2007 as F. H. Varley Week;

And that Staff be authorized and directed to do all things necessary to give effect to this resolution.

CARRIED

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Moved by Mayor F. Scarpitti

Seconded by Councillor A. Chiu

That the Committee resolve In Camera to discuss legal and confidential matters. (11:55 a.m.)

CARRIED

Moved by Mayor F. Scarpitti

Seconded by Regional Councillor J. Heath

That the Committee rise and report. (12:30 p.m.)

CARRIED

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ADJOURNMENT

The General Committee meeting adjourned at 12:30 p.m.